You finished the measure in the van. The quote is on your phone. The message that goes with it is the bit most people rush — and the bit that stops “I thought that included the doors.”
What every send needs
| In the message | Why |
|---|---|
| Job name and address-ish | So the PDF is not a mystery attachment |
| Total, VAT clear | The number they will repeat to their partner |
| How to accept | “Reply YES” beats “let me know” |
| Validity | Materials move. So should the date |
Copy these
Standard send.
Quote attached for the hall, stairs and landing at 14 High St. £2,400 + VAT (£2,880). Includes prep, fill, two coats, woodwork gloss — as listed. Reply YES to accept. Valid 30 days. Earliest start w/c 12 May.
With a deposit.
Quote attached for the bathroom refit. £6,800 + VAT. To book the week of 2 June and order the suite, £2,040 (30%) is due on acceptance — transfer details on the PDF, ref QUOTE-142. Reply YES and I’ll send the account. Valid 14 days.
Estimate, not a quote — say so.
Estimate attached (not a fixed price) for opening up the floor and like-for-like board — £1,200–£1,800 + VAT depending on joists. I’ll firm it when I’ve seen it. Photos still help. Valid 14 days.
After they accept.
Thanks — quote accepted. I’ll order / see you w/c 12th. I’ll text the morning of with a time. Any extras on the day get a new figure before I do them.
What people miss
File, no caption. They open it on a bus, miss VAT, and “yes” a different job. Put the total in the chat.
“Let me know.” Tell them the word that accepts. Yes is a word.
Chasing in the same hour. You just sent it. Give them an evening. Follow-up is a different message, days later.
Changing the number in a later bubble. Send a new PDF. The chat should not hold three totals.
Related guides
FAQ
- PDF or photos of a notebook?
- PDF. A photo of handwriting is how lines disappear and totals get argued. The chat caption still needs the figure.
- Should I also email it?
- If they asked. WhatsApp is where the job lives for most domestic work. Do not split the conversation across three apps without a reason.
- What if WhatsApp compresses the file?
- Send as a document, not a photo of the screen. If it looks muddy, send again as a file.
- Can I use the same template every time?
- Yes. Change the job, the money, the date. That is the point of a template.
